Without a doubt, one of the key features of this process is document traceability. We explain below what this means exactly and why it’s so important in the electronic contracting process.
What is traceability in electronic contracting?
Firstly, let’s explain what we mean by the word ‘traceability’. Traceability refers to the ability to follow the full history of a document: from its generation to its final storage. This includes information on who signed a contract and when, how and where it was signed. This record allows the process to be audited, the content’s integrity to be verified, and the document to be protected against subsequent manipulation.
Why is document traceability so important?
In the event of a legal dispute, a signed document is not sufficient evidence. What really matters is the technical documentation behind it. Without traceability, a third party could challenge a signature’s authenticity, but with Logalty, the process is protected against claims, thus eliminating doubts about who signed, when and how.
Digital contracting with traceability also allows agreements to be concluded anywhere, from any device, in real time, with instant legal validity.
- Detailed record of every operation: Every action linked to a document (dispatch, opening, signature, notification) is recorded along with the date, time, signatory, IP, signature type, etc. All actions are marked with a qualified timestamp and chained together, meaning the sequence of actions cannot be manipulated. This tamper-proof record is therefore essential for auditing, internal control and legal defence.
- Guaranteed integrity: Cryptographic algorithms generate a hash for the document, meaning any subsequent changes to it are detected. If something is changed after signing, it is automatically invalidated.
- Automation and efficiency: Traceability systems automate workflows, thus reducing errors and eliminating costs associated with paper, copies and scans. This increases internal productivity and trustworthiness.
Some use cases where traceability makes all the difference:
- Remote contracting with suppliers or customers: each signature is recorded and stored securely, thus avoiding disputes once a commercial contract has been concluded.
- Human resources processes: sensitive documentation signed with traceability offers greater legal certainty and confidentiality.
- Regulated or cross-border transactions: qualified signatures with traceability mean contracts are valid throughout the EU under eIDAS.
How is legally valid traceability guaranteed in electronic documents?
Logalty offers a range of essential solutions including:
- Qualified electronic signature: the most advanced digital signature, legally recognised as equivalent to a handwritten signature throughout the European Union. It uniquely and unmistakeably identifies the signatory.
- Qualified timestamp: certifies the exact moment of signing, providing legal presumption of the document’s existence and integrity.
- Extensive traceability: all operations are recorded—sending, opening, signatories, devices, signing methods—and included in a certifiable technical report.
- Storage of evidence with ISO and ENS guarantees: Logalty stores all evidence for at least five years on certified platforms in compliance with ISO 27001, ISO 9001 and the highest ENS standards.
Document traceability is clearly fundamental to procedures such as electronic contracting. If a document’s history cannot be traced correctly, problems may arise in the event of claims or disputes. For this reason, at Logalty we go beyond simply signing a document: we provide a complete legal and technical ecosystem that generates, safeguards and offers certified legal evidence, with guaranteed traceability, which is lodged with a notary, and complies with the highest regulatory and technical standards.
